OKI MC560n User Manual

							Configuring your machine.... > 51
6.Press OK, enter the name of the fax recipient using the alpha/numeric keypad, and 
press OK.
7.Using the DOWN arrow key, navigate to the number field then press OK.
8.Enter the new destination fax number and press OK.
Adding a group dial entry to the phone book
The machine can hold up to 20 group dial settings, each group can have up to 50 entries. 
To add a new group dial number to the phone book:
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Press OK to select Phone Book.
4.Using the DOWN arrow key, navigate to Edit Group Dial! then press OK.
5.Using the UP/DOWN arrow keys, navigate to the desired group dial entry location 
(index number), then press OK.
6.Press OK, enter the new group name using the alpha/numeric keypad, and press 
OK.
7.If multiple numbers are required, repeat step 6 to add other entries to the group.
NOTE
1.The maximum length of name is 32 characters.
The maximum length of number is 32 digits.
2.If the destination fax number has an “extension number”, press the 
Pause button to input a “-” between numbers. The machine will insert a 
one second pause when dialling.
NOTE
The maximum length of name is 32 characters.
NOTE
Each group can have a maximum of 50 entries.
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							Configuring your machine.... > 52
Deleting a speed dial entry from the phone book
To delete a speed dial number from the phone book:
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Press OK to select Phone Book.
4.Using the DOWN arrow key, navigate to Delete Speed Dial! then press OK.
5.Using the UP/DOWN arrows keys, scroll through the speed dial entries and press 
OK to select the required fax number. 
This can be repeated if multiple deletions are required. The selected row(s) will be 
marked with an “*”.
6.Press Return to finish selecting and return to the previous screen. The LCD display 
will confirm the quantity of fax numbers selected.
7.Press OK to confirm deletion, or press Stop to cancel the deletions.
Deleting a group dial entry from the phone book
To delete a group dial entry from the phone book:
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Press OK to select Phone Book.
4.Using the DOWN arrow key, navigate to Delete Group Dial! then press OK.
5.Using the UP/DOWN arrows keys, scroll through the group dial entries and press 
OK to select the required group ID. 
This can be repeated if multiple deletions are required. The selected row(s) will be 
marked with an “*”.
6.Press Return to finish selecting and return to the previous screen. The LCD display 
will confirm the quantity of group entries selected.
7.Press OK to confirm deletion, or press Stop to cancel the deletions.
Deleting all phone book entries
To delete the entire contents of the phone book:
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Press OK to select Phone Book.
4.Using the DOWN arrow key, navigate to Delete All! then press OK.
5.At the prompt, select “Yes” to confirm deletions or “No” to cancel the operation.
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							Configuring your machine.... > 53
Appending the phone number after transmission
You can set your machine to prompt you to append any new fax numbers to the phone book 
after transmission:
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Press OK to select Phone Book.
4.Using the UP arrow key, navigate to Append Phone #: then press OK.
5.Select “Yes” to confirm or “No” to cancel the operation.
Once set, when you send a fax to a new destination number the following prompt is 
displayed:
Append Phone # after trans Yes/No
Select “Yes” to confirm addition or “No” to cancel the operation.
Connecting to a PBX
Private Branch Exchanges (PBXs) are private telephone systems used to route calls 
internally, for example, in a company. When dialling a telephone number, if a prefix 
(access) number is required to open an outside line, the line is connected to a PBX. If this 
MFP is going to be connected to a PBX, please make the following changes to enable it to 
recognise the prefix digits in the telephone numbers used to obtain access to the outside 
line. After dialling the prefix digits, the MFP will wait until the outside line is available 
(secondary dial tone detected) before dialling the rest of the number.
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Using the UP arrow key, navigate to Setup Fax and press OK.
4.Using the UP arrow key, navigate to dial prefix and press OK.
5.Enter your dialling prefix, then press OK to confirm.
6.Press Return to go back to the main menu settings screen.
Automatic redial
You can set the fax to automatically redial if the initial fax transmission fails. The machine 
will redial on:
>Line busy
>No answer
>Communication error
To set auto-redial:
1.Press the Menu button to prompt the menu settings screen.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Using the UP arrow key, navigate to Setup Fax and press OK.
4.Using the DOWN arrow key, navigate to Re-dial and press OK.
5.Select the required number of redial attempts (between 0 and 10), then press OK.
6.Using the DOWN arrow key, navigate to Redial Interval and press OK.
7.Select the required redial interval (between 1 and 6 minutes), then press OK.
8.Press Return to store the new configuration settings and exit the menu.
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							Configuring your machine.... > 54
Manual receive
Upon receiving an incoming call, the MFP will ring until you press the Start button to 
receive the fax.
To enable the manual receive option:
1.Press the Menu button to prompt the menu settings screen.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Using the UP arrow key, navigate to Setup Fax and press OK.
4.Using the DOWN arrow key, navigate to Manual Receive and press OK.
5.Press Return to store the new configuration settings and exit the menu.
Adding a telephone handset
If you want to add a telephone handset to your MFP, connect the line to the Tel socket (in 
certain countries it may be necessary to use a telephone plug adaptor).
You will also need to update the telephone settings to set the ring response:
1.Press the Menu button on the control panel.
2.Using the UP arrow key, navigate to Fax Settings and press OK.
3.Using the UP arrow key, navigate to Setup Fax then press OK.
4.Using the UP/DOWN arrows keys, navigate to Ring Response and press OK.
5.Select the required response setting and press OK. 
6.Press Return to store the new configuration setting and exit the menu.
NOTE
Loop the telephone line round the ferrite once as shown.
NOTE
Manual receive must also be activated. See “Manual receive” on page 54.
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							Operation > 55
OPERATION
With its intuitive control panel, this Multi Function Product (MFP) is designed to be easy to 
use. After the machine has been configured, operating is quite straight forward.
The following sections describe how to make a copy of your scanned document, how to 
distribute your document on the internet, and how to send it via fax. 
For full details of how to use your machine and any optional accessories to print jobs 
efficiently and effectively, please refer to the Printing Guide.
For full details of how to access and your machine’s security features, please refer to the 
Security Guide.
LOADING DOCUMENT(S) FOR COPYING
This MFP can scan/copy/send/fax document(s) either in the ADF (Automatic Document 
Feeder) or on the glass. If you need to send multiple pages, load your papers in the ADF. 
The ADF can hold up to 50 pages at one time.
If you need to scan/copy/send/fax pages from books, newspaper clippings, or paper with 
wrinkles or curls, place them on the glass.
PLACING DOCUMENT(S) IN THE ADF
Before using the ADF, please make sure that your paper meets the following specifications:
>Document(s) can range in size from 4.5 x 5.5 inches (114.3 x 139.7mm) to 8.5 x 14 
inches (215.9 x 355.6mm).
>Document(s) can range in weight from 16 to 28 lbs (0.002 to 0.006). 
>Document(s) should be square or rectangular and in good condition (not fragile or 
worn).
>Document(s) should be free of curl, wrinkle, tears, wet ink, or punch holes.
>Document(s) should be free of staples, paper clips, paper sticky notes.
>Keep the glass clean and without any documents left on it.
1.If you have multiple pages, fan the pages to avoid paper jams. The ADF holds up to 
50 pages at one time.
2.Place the document with the text face UP in the ADF and make sure that the top of 
each page is fed in first.
NOTE
If PIN restriction has been enabled for any or all of the MFP functions, you will 
first have to enter your PIN.
NOTE
To transmit irregular types of document(s), place the document(s) on the 
glass or make a copy first and then transmit the copy instead.
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							Operation > 56
3.Adjust the Paper Guides (1) to centre the document in the ADF.
PLACING DOCUMENT(S) ON THE GLASS
1.Open the document cover.
2.Place your document with the text face DOWN on the glass and align it to the upper-
left corner.
3.Close the document cover.
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							Operation > 57
SENDING DOCUMENT(S) VIA E-MAIL
BASIC OPERATION
Using the local address book
1.Place your document(s) with text face UP in the ADF or face DOWN on the glass (as 
described above).
2.Press Send Mode (1) on the control panel. The e-mail screen will appear.
3.In the “To” field, enter the destination e-mail address from the Address Book by 
pressing Address Book (2). Use the UP and DOWN arrows (3) to select multiple e-
mail addresses and press the OK button (4). Or for a fast operation, you may simply 
type the initial letter of the e-mail address using the keypad (8). Press Return (5) to 
return to the e-mail main screen.
4.Enter the subject of your e-mail. If not entered, “Default Subj.” will be displayed. 
5.Enter or select CC and BCC address(es), if necessary.
6.Press the Mono button (6) to send your document(s) in black and white, or the 
Colour button (7) to send your document(s) in colour.
Using the LDAP search
1.Place your document(s) with text face UP in the ADF or face DOWN on the glass (as 
described above).
2.Press Send Mode (1) on the control panel. The e-mail screen will appear.
3.Press Address Book (2) to display the address search options.
4.Press the DOWN arrow (3) to navigate to the LDAP SEARCH option and then press 
the OK button (4) to select.
5.Using the keypad (8) enter your search details and press the OK button (4) to 
proceed.
The search results are displayed.
NOTE
LDAP authentication must be enabled by the administrator before you can use 
this feature.
NOTE
You can search for a name and/or e-mail address.
If you enter both a name and an e-mail address then the search will be 
executed using both parameters.
If you enter only one parameter (name or e-mail address), then the search 
will be executed using only that parameter.
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							Operation > 58
6.Use the UP and DOWN arrows (3) to select an e-mail address and press the OK 
button (4). Press Return (5) to return to the e-mail main screen.
7.Repeat step 6 to add further “To” addresses, if necessary.
8.Enter the subject of your e-mail. If not entered, “Default Subj.” will be displayed.
9.Enter or select CC and BCC address(es), if necessary.
10.Press the Mono button (6) to send your document(s) in black and white, or the 
Colour button (7) to send your document(s) in colour.
ADVANCED OPERATION
If you are not satisfied with the scanned image, you can use the advanced features to 
enhance it.
To use the advanced features, press the Send Mode button (1) on the control panel and 
then the Additional Settings button (2) to prompt the Additional settings screen. 
NOTE
For illustration purposes only, the advanced features shown are as accessed 
from the scanner control panel, they can also be accessed from the web page 
and the MFP Network Setup Tool.
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							Operation > 59
Refer to the following table to modify the scanner settings. 
MENU ITEMDESCRIPTION
Attachment The file name of the scanned document. Up to 64 
characters can be entered in this field.
From Enter your “From” address. If an e-mail can not be sent, 
notification is returned to this address.
This is also the “From” address in your e-mail when you 
receive an e-mail from the MFP. Up to 64 characters can be 
entered in this field.
Reply To Address Enter a “Reply To Address” address if you wish to specify a 
reply address which is different from the “From” address. 
Up to 64 characters can be entered in the field.
Color output format Choose the output format for the document to be scanned 
in colours from PDF, TIF, JPEG, and MTIF. 
Also select the compression rate from Low, Medium, High.
B&W output format Turn the multi-level B&W - Grey On or Off.
Choose the output format for the document to be scanned 
in B&W from PDF, TIF, and MTIF.
Also select the compression rate from Low, Medium, High.
Resolution Choose the scanning resolution for the scanned document 
from a selection of 75, 100, 150, 200, 300, 400, 600 dpi. A 
higher resolution reproduces the image with greater detail, 
but requires more disk space. 
Manual Feed Multi-batch document scanning can be enabled. Enable 
Manual Feed when loading more than 50 pages on the ADF 
or more than one page on the flatbed.
Document SizeA4, Letter, Legal
Density -2, -1, 0, 1, 2
NOTE
>If you make a mistake during the process, press Stop (3) on the control 
panel to cancel the operation. 
>If you stop typing in the From, Subject, To, CC, or BCC fields for three 
minutes, the LCD-display automatically clears what you have typed.
>This machine allows you to send scanned document(s) to multiple e-mail 
addresses. Simply add a comma between each address.
>Up to 64 characters can be entered in the “Attachment”, “To”, “From”, 
“CC”, “BCC”, and the “Def. Subject” field. 
>If you wish to scan a multi-page document and convert it to a single 
image file, choose your output file format to be MTIF or PDF.
>If the administrator has set the SMTP or POP3 authentication, after 
sending your scanned document to e-mail addresses, and if no more 
transmission is required, press Return on the control panel to log out of 
the system. This is to prevent misuse of the users e-mail account for 
sending e-mails. If there is no other operation within 3 minutes, the 
system will log out automatically.
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							Operation > 60
SENDING DOCUMENT(S) TO A FILE SERVER
Before sending your document to a file server, profiles should be set up first to speed up 
the process. A profile contains a list of filing parameters such as your filing protocol, 
directory, file name and other scanning parameters. Add a new profile by either entering 
the machines web page or installing and starting the Network Setup Tool on the DVD-ROM 
supplied.
1.Place your document(s) with text face UP in the ADF or face DOWN on the glass.
2.Press Send Mode (1) and FTP Address (2) buttons on the control panel. The LCD-
display prompts the Filing screen. For example,
Profile 1
Profile 2
3.Choose the required profile (filing destination) and press OK (3). 
4.Press Mono (4) to send your document(s) in black and white, or Colour (5) to send 
your document(s) in colour.
NOTE
You can create up to 40 filing profiles from the machines web site or from the 
Network Setup Tool.
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